Why are these settings useful?
Settings give employee role users the ability to:
Choose stand-in during vacation in their user profile. This is an important function for team leaders.
Change specific expense approval cycle, if needed. Read more about specific expense approval settings here.
Note! If settings are not used, the users cannot choose stand-in users during their vacation or change approval cycles for their expenses if needed.
Make all users visible or use the public approval role?
Basically, there are two options for settings in your Bezala environment:
Pick specific public approvers by giving them the role.
Consequence: Only the public approvers are visible in the list for stand in during vacation and as an option for changing approval cycle for specific expense.
Pros: List is shorter, only certain people can be chosen.
Pros: If employee list should be protected from other employees, then this is the way to go.
Pros: You can also disable the change approval cycle function and just use public approvers for stand-in vacation list (see down below X).
Cons: You have to remember to give the role to new people, when necessary (e.g. when new team leader is hired).
Enable setting "Allow employees to see all users".
Consequence: All users are visible in the lists and all can be chosen.
Pros: Employee can choose anyone from the list (search function is available)
Pros: You do not have to give/remember to give anyone the public approver role.
Cons: The option list can be very long, if you have many Bezala users, but search function works.
Cons: All users can be chosen, and this might be a security risk both from a visibility standpoint and an approval standpoint.
1. How to enable settings (public approver)
To enable settings, you have to have at least the Manager role.
Login to webversion and click "Company settings" in main menu.
"Basic settings"-tab ==> "Approval"-tab
Find the Approval cycle section and click the check box "Show change cycle link to employees".
Click "Save" in the lower right-hand corner.
Go to users edit page:
Click "Users"-tab.
Click yellow edit pen on the row for the user you want to give the public approver role to.
In the user edit page:
Find User roles section and check the box "Public..."
Click "Save" in the lower right-hand corner.
2. Enable "All users visible" settings:
In "Approval-tab" (see step 1-2 above) check both boxes, i.e. "Show change cycle link to employees" and "Allow employees to see all users". Remember to click Save.
X. Only Public approvers for vacation stand in list
Firstly, follow all the steps for "1. How to enable settings (public approver)" above.
Make sure you have given the Public approver role to all the users you want to give it to (e.g. all team leaders).
Go back to "Basic settings"-tab ==> "Approval"-tab ==> Approval cycle section.
Disable check box(es) and click "Save".
FAQ
Why can't employees see certain approvers?
The company setting "Allow employees to see all users" must be enabled for this. If disabled, employees can only see users with the Public Approver role or those already in their approval cycle.
Can a user have both Employee and Public Approver roles?
Yes. A user can be both an employee who submits expenses and a public approver who can be selected by others. This role combination is useful for team leaders, especially during vacation season.
How does this relate to the Secretary role?
The Secretary feature also relies on user visibility settings "Allow employees to see all users". This enables secretaries to choose any user to create expenses for. Read more about the secretary role here.